GoArmyEd - The Army’s Virtual Gateway to Education – Anytime, Anywhere
GoArmyEd Non-LOI School Call
5 September 2018
1:00 pm-2:30 pm EST
Subject Matter Experts
• Headquarters Army Continuing Education System (HQ ACES)
• IBM, Army Technology Integrator
• Servicemembers Opportunity Colleges (SOC) GoArmyEd Team
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Call Access Information
Wednesday, 5 September 20181:00 PM to 2:30 PM eastern time
Dial-In – 1-888-989-4345Participant passcode: 3480289
Please Note: There are 250 phone lines available (first come – first serve). If you are unable to dial in, a replay of the call will be available approximately 1 hour after the call ends.
Replay 1-866-414-6065Passcode: 90518
(Playback available until 5 October 2018)
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GoArmyEd Introductions
Headquarters Army Continuing Education System(HQ ACES)
▪ Dr. Pamela Raymer, Chief HQ ACES
▪ Steve Clair, Deputy Chief/Programs and Services Branch Chief, HQ ACES
▪ Ron Ortiz, GoArmyEd Systems Branch Chief, HQ ACES
▪ Trent Stanfield, Finance Branch Chief/Budget Officer, HQ ACES
▪ Ela Karczewska, GoArmyEd COR / Program Analyst, HQ ACES
▪ Gary Remington, SOC/Postsecondary Program Manager, HQ ACES
▪ Bree Charlot, Counseling Program Manager, HQ ACES
▪ Jason Bise, Education Services Specialist, GoArmyEd Branch, HQ ACES
▪ Russ Mott, Education Services Specialist, GoArmyEd Branch, HQ ACES
▪ Jennifer Kucan, Education Services Specialist, GoArmyEd Branch, HQ ACES
▪ Irina Rader, APT/Academic Testing Program Manager, HQ ACES
▪ Sophia Sweeney, CP 31/ACES Credentialing Program Manager, HQ ACES
▪ Jacqueline Smith, Education Services Specialist, HQ IMCOM ACES
▪ Ken Hardy, Chief, Education Services Branch, National Guard
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GoArmyEd Introductions
IBM Team
▪ Christina Milne – Customer Relations Lead
▪ Diana Duparl - Customer Relations Analyst
▪ Maya Kirkland – Customer Relations Analyst
▪ Ruth Perez - Customer Relations Analyst - SME
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Servicemembers Opportunity Colleges (SOC)GoArmyEd Team
▪ Stephanie Kahne, SOC GoArmyEd Lead
▪ Brianna Tringale, SOC GoArmyEd Liaison
▪ Patricia Taylor, SOC GoArmyEd Liaison
▪ Susan Wolozyn, SOC GoArmyEd Liaison
GoArmyEd Introductions
Webpage: www.goSOCed.org
Contact Phone number: 1-800-892-7205 x3
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• Welcome – Dr. Pamela Raymer, Chief HRC ACES
• Finance Team – Mr. Trent Stanfield
o FY18 and FY19 Enrollments
• Policy Programs and Incentives
o Policy Reminders-Mr. Gary Remington
o New TA Policy-Ms. Bree Charlot
o New Credential Assistance Policy-Ms. Sophia Sweeney
HQ ACES Information
The Army’s Virtual Gateway to Education – Anytime, Anywhere
• FY19 enrollments will be Subject to Availability of Funds (STAF) as Soldiers will be able to enroll on 1 August for classes with a start date of 1 Oct 2018. The new TA policy will be effective on 5 August for TA enrollments.
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• FY18 enrollments for Soldiers will end on 14 September 11:59 PM EST for classes with a start date of 30 September or earlier. Counselors/CE's will have until 25 September to approve all FY18 enrollments.
HQ ACES-Finance
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The Army’s Virtual Gateway to Education – Anytime, Anywhere
• Non-Attendance reference in DoDI
– Do not refund for a failing grade reported in GoArmyEd. Only if the institution is issuing a W grade. Army will process recoupment for Failing grades, causing double recoupment and delay in soldier return of funds.
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Policy Programs and Incentives
The information provided in this portion of the briefing
is based on Army Directive 2018-09, dated 6 June
2018 with effective date of 5 August 2018. This
document is posted to GoArmyEd under Education
Policy Documents and is releasable to the public.
Background / Historical Perspective
In December 2013 DoD and the Army implemented several changes to voluntary education
and TA policy. Among these, the Army implemented the following changes:
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Imposed a one-year
waiting period after
completion of AIT,
Basic Officers
Leader Course, or
Warrant Officer
Basic Course for
Soldiers to use TA
for the first time.
Required Soldiers
who previously used
TA for any portion of
their undergraduate
degree to accrue a
total of 10 years
time-in-service to
use TA toward a
master’s degree.
Major Changes to TA Policy effective 5 August 2018 are…
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Rescinds 1-year and
10-year time-in-service
TA waiting periods.
“First Time” (“Tier 1”) TA
Users: Soldiers may start
using TA upon achieving
military training /
education requirements:
• Graduated Advanced
Individual Training;
Basic Officer Leaders
Course (BOLC); or
Warrant Officer Basic
Course (WOBC).
Soldiers who used TA
toward any portion of their
undergraduate degree
(“Tier 2”) must complete
Advanced Leader’s
Course (ALC); Captains
Career Course (CCC); or
Warrant Officer Advanced
Course (WOAC) to use TA
toward a master’s degree.
Putting it All Together
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Tier 1 Tier 2
Enlisted SoldiersGraduated Advanced Individual
Training
Graduated Advanced Leaders
Course
Warrant OfficersGraduated Warrant Officer Basic
Course
Graduated Warrant Officer Advanced
Course
Commissioned
OfficersGraduated Basic Officer Leaders
CourseGraduated Captains Career Course
All Soldiers must meet basic TA eligibility requirements, plus must meet the following training / education requirements:
Terminology – Military Education Level
Depending on a Soldier’s tier status (i.e., Tier 1 or Tier 2), the Soldier must successfully complete one or two of the following military
training / education courses to meet MEL standards:
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Advanced Individual Training (AIT):
Initial MOS qualification training enlisted Soldiers attend following basic combat training (BCT).
Warrant Officer Basic Course (WOBC):
Branch-specific resident training for newly appointed warrant officers following completion of Warrant Officer Candidate School.
Basic Officer Leaders Course (BOLC):
Branch-specific resident training commissioned officers attend following commissioning.
Advanced Leaders Course (ALC):
2-phase (on-line facilitated common core and branch-specific resident) course required for enlisted Soldiers selected for promotion to SSG.
Warrant Officer Advanced Course (WOAC):
Branch-specific resident course warrant officers normally attend between their 4th – 6th year of service to prepare for duties as CW3.
Captains Career Course (CCC):
Branch-specific resident course captains normally attend in PCS status 4 - 6 years after commissioning.
Initial Military
Training (IMT)
Advanced
Military
Training
Enlisted Soldiers Warrant
Officers
Commissioned Officers
Education Level
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GoArmyEd will receive automatic data feeds for military education level (MEL) for all
components.
Effective 5 August 2018, all Soldiers who do not meet requisite MEL criteria were
automatically placed on hold.
Soldier must resolve MEL status discrepancies through unit Personnel Action
Center/S1/Unit Administrator.
Education Counselors may defer or remove MEL holds per current GoArmyEd business
rules, based on data reported to GoArmyEd.
On 20 June 18 The Adjutant General (TAG), HRC, published implementing guidance to the Component HQs based on HQDA TA policy revisions per Army Directive 2018-09. This guidance also consolidates numerous TA policy modifications and clarifying documents distributed to the field since the last update to AR 621-5.
TAG Implementation Guidance
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Specifies that ROTC
scholarship cadets
receiving room &
board stipend cannot
receive TA.
Specifies that holds
imposed due to
incorrect information
reported to GoArmyEd
by third party systems,
including EIs and Army
personnel records,
must be corrected in
those systems and
reported correctly to
GoArmyEd before
those holds will be
lifted.
Change degree plan
requirement from
“prior to completing
6 SHs” to “upon
completion of 6
SHs.”
Specifies the 5-
business day ETP
rule and 5-business
day class
cancellation
replacement rule.
TAG Implementation Guidance (cont.)
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Specifies 5-year
wait if using TA
toward a second
certificate.
Requires Soldiers
retaking a failed
class or attempting
to increase TA grade
point average (GPA)
to regain TA
eligibility to enroll in
classes through
GoArmyEd,
regardless of
funding source.
Specifies that
classes taken to
increase GPA must
be taken after hold
was placed.
Adds
withdrawals due
to natural or
manmade
disaster to
examples of
valid reasons for
WM approvals.
Specifies that
accelerated /
dual degree
programs must
award each
degree
separately and
sequentially.
Changes WM
verification /
recommendation
authority as first
commander in
Soldier’s chain
of command w/
UCMJ authority
for all
Components
(AD, AR, and
NG)
TAG Implementation Guidance (cont.)
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Specifies that
with the
exception to
certificate
programs,
Soldiers cannot
pursue a
lower/lateral
level degree with
TA even if TA did
not fund
previous degree.
Specifies
authorized
AMEDD special
programs (IPAP,
AECP, DPT,
Army-UK MSW,
Enlisted to Med
School, and
DPT).
Specifies 21 SHs
authorized for
graduate or
undergraduate
certificate
regardless of
degree level
Soldier currently
possesses.
Specifies TA is
not authorized
for classes
available in
Army e-
Learning, unless
the class is
required on the
official degree
plan.
Specifies that
double majors
must appear on
one single
diploma.
TAG Implementation Guidance (cont.)
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Specifies TA is not
authorized for
institutional
challenge
exams/credit-by-
exam, credit
awarded based
solely on an
assessment of prior
learning and/or
experience,
portfolio evaluation,
or review of military
or civilian
transcript(s).
Specifies Soldiers
with dual civilian and
military status cannot
request TA and
ACTEDS funds
concurrently for the
same class.
Specifies Upon
dropping or
withdrawing
from a class in
GoArmyEd with
cost to the Army,
TA cannot be
reinstated for
that class in the
same term
(Fiscal Qtr) in
which it was
dropped.
Specifies under no
circumstances will a
Soldier personally
reimburse an
educational
institution for
previously approved
TA funds.
20GO ARMY ED
Army TA Policy Quick Reference
Policy Standard *Source
1 Yr. Time-in-Service Post AIT/BOLC/WOCS
10 Yr. Time-in-Service If TA used for undergrad work
Min Course Grade Undergrad: “C” / Grad: “B” 2, 4
Min TA GPA Undergrad: 2.0 (15 SH) / Grad: 3.0 (6
SH)
2, 4
Annual TA Cap $250/SH@16 SH=$4,000 3
Incomplete Grade Resolved w/in 120 days 4
Max # SH Per Degree
(lifetime cap)
21 / 130 / 39 3
Civilian Ed Code Mismatch GoArmyEd is sole source 3, 4
Rescinded
Rescinded
*Source legend: 1 = Title 10; 2 = DoDI 1322.25; 3 = AD 2018-09; 4 = TAG
Implementation Guidance; 5 = AR 621-5
21GO ARMY ED
Policy Standard *Source
Degree Plan 6 SHs 4
Single Degree “One Diploma” Rule 3, 4
Lateral / Lower
Level Degree
N/A (Certificate Only) 3
1st Prof Degree N/A 3
ETP Eligibility 5-Day Rule & GAE/ACES Error 4
Replacing
Cancelled Course
5-Day Rule 4
Flags 600-8-2 (GoArmyEd status is sole source) 3
ROTC Scholarship N/A (T&F or R&B) 3, 4
Army TA Policy Quick Reference
*Source legend: 1 = Title 10; 2 = DoDI 1322.25; 3 = AD 2018-09; 4 = TAG
Implementation Guidance; 5 = AR 621-5
22GO ARMY ED
Policy Standard *Source
ADSO/RDSO 2 Yrs (AD) / 4 Yrs (AR/NG) 4
MEL – Tier 1 Completion of IMT (AIT, WOBC, BOLC) 3
MEL – Tier 2 Completion of Advanced Military Training (ALC,
WOAC, CCC)
3
Class cannot
extend beyond
ETS
N/A 3
Cannot use TA for
CBE / PLA
N/A 3
Cannot duplicate
benefits (GI Bill)
N/A 3, 5
Special Programs Chaplain, Transition Certificate, Teacher Cert,
AMEDD, Foreign Language
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Army TA Policy Quick Reference
*Source legend: 1 = Title 10; 2 = DoDI 1322.25; 3 = AD 2018-09; 4 = TAG
Implementation Guidance; 5 = AR 621-5
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Self-Directed Credentialing Assistance Program
The Army Credentialing Assistance Program
Sophia SweeneyCredentialing Assistance Program Manager
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Self-Directed Credentialing Assistance Program
Purpose: An effective CA Program directly contributes to improving Total Army readiness, supporting Soldiers’ professional development, retaining quality Soldiers, and preparing Soldiers for meaningful employment upon transition from military service.
• CA is available for voluntary, off-duty training
• Manual invoice process until GoArmyEd modernization in 2020 – Separate credit card to be used and payment will be made prior to the start of the course/exam.
• A list of eligible credentials will be maintained on Army COOL
• CA is authorized for the payment of credentialing expenses for classroom, hands-on, online/blended training (and associated materials), manuals, study guides and materials, text books, processing fees, test fees, and related fees for continuing education requirements and recertification of credentials
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Self-Directed Credentialing Assistance Program
• CA will not be authorized for any course for which a Soldier receives reimbursement in whole or in part from any other Federal source, including veterans’ education benefits and Service-funded programs (ROTC scholarship, education-related incentive or bonus, and advanced civil schooling) when the CA payment duplicates the reimbursement
• CA is subject to the same funding ceiling as TA. A Soldier may use both TA and CA; however, the combined use by any Soldier will not exceed the fiscal year TA limit ($4000)
• Soldiers may not use CA to repeat successfully completed preparatory portions of a credential, other than for those areas required for renewal of the credential
• Soldiers will be subject to reimbursing the Army for CA if they fail or withdraw from a course of instruction, or fail to sit for an exam in the timeframe required to earn the credential, and do not have an approved military withdrawal (Army-wide implementation only)
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Self-Directed Credentialing Assistance Program• CA Options
➢ For credentials related to an MOS, as long as they are not an MOS requirement➢ For credentials related to an academic degree or certificate. (TA can be used for
courses that lead to a credential)➢ For credentials aligned to a civilian career field
Limited User Test (LUT):
The LUT will take place in Texas (Fort Hood, TX ARNG/USAR training locations)
• Eligibility (During LUT)
➢Regular Army Soldiers stationed at Fort Hood➢AGR Soldiers stationed in Texas➢Texas ARNG and USAR Soldiers in an active drilling status with a designation as
satisfactory participant who reside in Texas➢Participating Soldiers must meet basic TA eligibility
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▪ Keep Your CAGE Code Up-to-Date
▪ Credentialing
▪ Drop-Down Degree Plan (DDDP) – Course Planner
▪ Enhancements
▪ School Logo Reminder
▪ Graduation Reporting
▪ PII Reminder• S
IBM Information
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Keep Your CAGE Code Up-to-Date
All Primary and Secondary School POCs: CAGE Code Expirations – renew before they exrenew before they expire!
• Be sure to check your Commercial and Government Entity (CAGE) code activation status in GoArmyEd, and renew it before the date it expires by visiting the System for Award Management (SAM) website at www.SAM.gov (Your payment will be delayed if your CAGE Code expires prior to the final invoice/DFAS payment process)
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Select the “School Profile Management” button from the
School User Administration section of your homepage.
View your CAGE Code expiration date at the bottom of the School
Information section.
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Note: It may take up to 48 hours for updates to appear in GoArmyEd.
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Credentialing
Non-LOI School
• Upload courses with new course level (PS page – example below)
• Upload courses with the “Course/Class File Upload” page
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Drop-Down Degree Plan (DDDP) – Course Planner
• DDDP: Enrollment in a course that is uploaded by the school
• Class Level comes from the school’s upload and cannot be changed in course planner or TA Request page
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Enhancements
• Alert notification: GoArmyEd homepage now has an ALERT notification, with messages from the helpdesk message center.
• Pulse Survey: Please remember to complete the Pulse survey that is auto populated after signing out of your GoArmyEd account. We appreciate all feedback!
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School Logo Reminder
School POCs can upload a school logo image using the school profile page. By uploading your school’s logo, you are providing the U.S. Army authorization to display this logo on the GoArmyEd public page. IBM will review and approve the logo you upload to validate that it conforms to the specifications listed below before your logo will be displayed on the GoArmyEd public page.
Required Specifications:
• File type of .PNG or .GIF• Grayscale format• Maximum size of 120 pixels in width by 100
pixels in height• Minimum size of 60 pixels in
Select the link below to follow the steps to ensure the logo you upload conforms to the specifications to appear correctly on the GoArmyEd public page. https://www.goarmyed.com/docs/pdf/239_QR_POCs_School_Logo_Upload.pdf
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Graduation Reporting
Graduation Reminders:
• Please include the following information if a Graduation case is opened to request assistance with reporting: Date of Conferral, Grade Point Average (GPA), Degree Title, and Honors if applicable
• Please also note that you can NOT report a graduation if the conferral date is after the ‘Effective Date’ listed in the Student Program Plan
Ex:
• Graduations can NOT be reported for Cadet students
• If the degree plan displayed on a Service Members Student Record is different than the degree plan that is attempted to be reported, then please open a Helpdesk case for further assistance
• Please attach a screenshot of the error message that you receive when attempting to report graduations in open Helpdesk cases
School POC requested assistance- The conferral date was listed as
11/27/2017, which is BEFORE the Effective Date where the SM was
enrolled in the degree plan
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PII Reminder
• The PII Tip of the Day is included the Message Center for all users. Please see below.
Note: If a full name is listed in conjunction, with rank, phone number, email, and/or school, among other data, it increases the risk of exposing PII to unauthorized personnel. Please remember to ONLY uses GoArmyEd ID numbers in cases, eFile documents and other uploaded items in the system. If screenshots are included, then please remove all PII. This note applies to all authorized users (Students, School POCs, etc.)
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• Primary Point of Contact (PPOC) Training Recording
• Graduation Reporting
• Generating Your School’s List of Degrees in the Degree Program Management (DPM) Tool
• Refunding a Previously Approved Invoice
• GoArmyEd Process and Policy Reminders
SOC Information
The Army’s Virtual Gateway to Education – Anytime, Anywhere
In July, SOC presented the NON LOI PPOC Training:
The slide deck and the recording of the training are provided at the below link. The Question and Answer transcript from all sessions is also available with the same link.
http://supportsystem.livehelpnow.net/article/23351/96985
Primary Point of Contact (PPOC) Training Recording
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Or you can access the training at www.goSOCed.org
Select Get Help (top of the page)> Search the Knowledge Base
The Army’s Virtual Gateway to Education – Anytime, Anywhere
To ensure that Soldiers do not take classes that are no longer advancing them toward their degree, schools must submit graduated reports any time a Soldier meets the following graduation criteria:
– Have completed all degree requirements
– If required by the school, submitted an approved application for graduation
*Users must have Course Administrator access to report graduations.
To report a graduation, retrieve the Student Record using Student Management. Then select the "Graduation Reporting" link.
Graduation Reporting
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Step-by-step Instructions on Reference Documents page: Web Graduation Reporting
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Generating Your School’s List of Degrees
Schools can generate a list of all their degrees entries in the Degree Program Management (DPM) tool using the “Generate Current Degrees Text File” button under the “Degree Program Upload” link.
Select the “Add a New Value” tab, and click “Add”.
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Generating Your School’s List of Degrees (continued)
Select the “Generate Current Degrees Text File” button.
GoArmyEd will generate a text file displaying all the degrees your school has entered in the DPM tool.
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Refund Previously Approved TA Invoice
• Invoice Administrator
• Two-part process:
1. Refund Previously Approved TA Invoice
2. Soldier TA Invoice
Business Rules:
• End date within last five years
• Only previously approved invoiced rows are eligible
• Discount cannot exceed the current Army cost
• Discount an invoice line item already been paid by the Army - add it as a debit to next invoice
• One discount type per class. Additional discount, open CRM case for Army review.
• Once refund on invoice is submitted/approved funds restored to the TA FY ceiling.
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Refund Previously Approved TA Invoice (continued)
• Search for and select specific student/enrollment
• If a reduction already exists (has already been processed or is in progress), message will appear at the bottom of the page
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Refund Previously Approved TA Invoice (continued)
Select Reduction Reason and adjust cost as necessary:
• If reducing with a “No Cost” reason, cost adjustment will be automatic
• Otherwise, when Reduce Army Cost amount is entered, remaining costs are automatically adjusted.
Select “Submit”
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Refund Previously Approved TA Invoice (continued)
Once processed, reduction will appear on the next invoice
• If current invoice is open/unsubmitted, reduction will appear within 24 hours
• Must validate the reduction on the invoice for it to process
Step-by-step Instructions on Reference Documents page: Refund a Previously Approved TA Invoice
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GoArmyEd Process and Policy Reminders
• Training and information on Credentialing in GoArmyEd
• Tuition Assistance Caps on usage
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1. We have uploaded our courses and classes since November 2014 after GoArmyEdmade the request of Non-LOI schools. We made it a priority as we knew it would benefit our students. Since last April, we have not been able to update courses/classes in GoArmyEd. After opening two cases, we were told that uploading courses/classes is not required of Non-LOI schools. Being able to load courses and classes makes it easier for Soldiers to complete course planners and to request TA., and it is advantageous for schools as it reduces mistakes when Soldiers do not have to manually add this information. Can you please make this available again?
2. Now that Soldiers' GoArmyEd accounts are deactivated after 90 days of inactivity, it is difficult to report graduations or even to know who our GoArmyEd students are. Instead of disappearing from our active list, can these Soldiers be moved to the inactive list? Graduation reporting may decline if it is difficult for schools to identify their students.
Submitted Questions from Schools
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3. Students are no longer able to use the drop-down menu to request courses at Arkansas Tech University for TA. When they click on “Choose course from home school” it will pull up Arkansas Tech University, but when they try to search a specific subject (i.e. HIST) GoArmyEd gives a message “No search results found, try expanding search criteria.” I have entered all of the courses into GoArmyEd and it says they are Active. The students are having to manually enter all the course information to request TA. I submitted a HelpDesk case, but have not yet received a resolution. Can you please address this issue in the upcoming conference call?
Submitted Questions from Schools
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At this time, we will open the line for questions.
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Open Questions from Callers
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▪ Slides and the recording of this call will be available to schools in the GoArmyEd Message Center as well as the SOC Knowledge Base.
• Replay Information for this call
1-866-414-6065
Passcode: 90518
(Playback available until 5 October 2018)
▪ Next Non-LOI School call will be in November 2018
▪ Non-LOI Newsletter will be sent in the next two weeks
Non-LOI School Call Reminders